CITY OF PHILADELPHIA. Office of Innovation and Technology. REQUEST FOR PROPOSALS for the Philadelphia Water Department

Transcription

1 RFP Template Software System Revised September 2014 v.2 CITY OF PHILADELPHIA Office of Innovation and Technology REQUEST FOR PROPOSALS for the Philadelphia Water Department BUSINESS INTELLIGENCE/DATA WAREHOUSE SOLUTION SEPTEMBER 3, 2015 Deadline for Receipt of Proposals: Mandatory Pre-Proposal Meeting: Deadline for Questions: 10/16/2015, 5:00 PM (Local Philadelphia Time) 9/21/2015, 9:00 AM (Local Philadelphia Time) 9/30/2015, 5:00 PM (Local Philadelphia Time)

2 Office of Innovation and Technology Request for Proposals for the Philadelphia Water Department A Business Intelligence/Data Warehouse Solution September 3, 2015 Table of Contents 1 General Information Background and General Scope of Work Project Background Request for Proposals General Statement of Proposal Requirements Project Details Services and Tangible Work Products Services Tangible Work Products Proposal Submission Date; Anticipated Procurement Schedule City s Primary Contact Compliance with Chapter of The Philadelphia Code RFP Requirements and Conditions Fixed Price Proposal Required Type of Solution Sought Pilot (Proof of Concept) Maintenance and Support; Warranty; Training; Source Code Maintenance and Support Services Warranty Training Software Source Code Responsiveness Disclaimer Publicity Applicants Restricted Participation of Disadvantaged Business Enterprises Acceptance of the Terms and Conditions of This RFP Proposal Submission, Evaluation and Selection General Rights and Options Reserved Contract Negotiation and Award Table of Contents Page i

3 Proposal Evaluation Site Inspections Prime Contractor Responsibility Responsibility for Proposal Costs Reserved Withdrawal or Modification of Proposals Proposal Requirements Administrative Requirements Mandatory Online Registration and Filing Requirements Pre-Proposal Meeting Addenda to the RFP; Requests for Information; Inconsistencies Proposals Binding Proposal Submission Requirements Implementation Plan, Statement of Work, Project Schedule and Milestone Payment Schedule Proposal Contents Volume 1 Qualifications of Applicants Volume 2 Technical Approach and Cost Proposal Certification of Compliance with Equal Benefits Ordinance Local Business Entity or Local Impact Certification Tax Status and Clearance Statement City-Wide Contract Requirements Term and Renewal Certificate of Non-Indebtedness Insurance; Performance and Payment Bonds Insurance Performance and Payment Bonds Indemnification Proprietary Rights Indemnification Indemnification Infringing Products Exclusive Remedy Century Date Standard Covered Work Century Date Standard Defects and Errors Performance Standards Acceptance Conditional Acceptance Final Acceptance Acceptance Test(s); Test Plan(s) Reliability Periods Retainage City Audit Termination for Convenience Termination for Default Sales and Use Tax Exemption Unavailability of Funds Table of Contents Page ii

4 4.15 Tax Requirements Assignment Document Preparation Fee Nondisclosure of City Data and Contractor Data Nondisclosure City Data Contractor Data Exclusions Remedy for Breach Ethics Requirements Gifts City Employee Interest in City Contracts Conflict of Interest Non-Discrimination; Fair Practices The Philadelphia Code, Section Americans with Disabilities Act Business Interests in Northern Ireland Business, Corporate and Slavery Era Insurance Disclosure Limited English Proficiency Health Insurance Portability and Accountability Act Philadelphia 21 st Century Minimum Wage and Benefits Standard Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H Appendix I Detailed Project Requirements Requirements for Implementation Plan, Statement of Work, Project Schedule, and Milestone Payment Schedule Cost Proposal Requirements Requirements Compliance Certification Training Requirements Office of Economic Opportunity, Antidiscrimination Policy Minority, Woman and Disabled Owned Business Enterprises (F-1) Antidiscrimination Policy and Solicitation for Participation and Commitment Form (F-2) Special Antidiscrimination Requirements Applicable to Nonprofit Organizations and Diversity Report of Nonprofit Organizations Form Provisions Required by Chapter of the Philadelphia Code Tax and Regulatory Status and Clearance Statement Local Business Entity or Local Impact Certification Table of Contents Page iii

5 1 General Information 1.1 Background and General Scope of Work The Philadelphia Water Department (PWD) serves the Greater Philadelphia region by providing integrated water, wastewater, and stormwater services. The utility's primary mission is to plan for, operate, and maintain both the infrastructure and the organization necessary to purvey high quality drinking water, provide an adequate and reliable water supply for all household, commercial, and community needs, and sustain and enhance the region's watersheds and quality of life by managing wastewater and stormwater effectively. PWD is responsible for developing and implementing a comprehensive program tracking system as part of the regulatory compliance obligations described in the Consent Order and Agreement (COA) executed with the Pennsylvania Department of Environmental Protection on June 1, 2011 for the implementation of the Philadelphia Water Department's Combined Sewer Overflow Long Term Control Plan Update (Green City, Clean Waters Plan) 1. This agreement represents Philadelphia s 25-year plan to protect and enhance waterways by managing stormwater through innovative green infrastructure. To fulfill this regulatory obligation, information stored in several existing databases must be integrated into a comprehensive tracking system to eliminate the direct manual intervention currently required in processing data and coordinating among disparate data sources. PWD is seeking proposals from potential vendors recommending a business intelligence and data warehouse (BI/DW) solution. The City prefers a cloud-based solution. The successful Applicant will include an implementation strategy and detailed implementation plan to guarantee functionality by June 30 th, No computer hardware or other equipment, and no network or computer installation services (such as cabling or physical installation of equipment) will be purchased under any contract resulting from this Request for Proposals. The City will purchase such equipment and services separately, through its normal procurement process Project Background The Regulatory and Adaptive Management System (RAMsys) (referenced from time to time as the System throughout this RFP) will be a self-servicing BI/DW tool that examines the historical, current, and predictive views of data tracked from multiple units as part of Green City, Clean Waters program implementation. This tool will assist users in streamlining the reporting process and identifying issues, opportunities, and trends associated with internal program targets. Furthermore, the System will give program managers the ability to develop meaningful, datadriven strategies. 1 Page 1

6 As a BI/DW solution, RAMsys will reduce susceptibility to human error and increase the organization s ability to produce timely reports and dashboards for distribution to PWD s management staff, regulatory agencies, and ultimately the public. The full implementation of this project will occur in phases, the requirements for which can be found in Appendix A- Detailed Project Requirements. Future phases will expand the data analytics capabilities and include the public reporting components of the project. Through the creation of RAMsys, the project team plans to achieve the following broad objectives: Improve the decision-making guiding Green City, Clean Waters program implementation Streamline current reporting and data analysis activities within a self-contained system or application in order to transform raw data into meaningful and useful information A successful proposal will include the selection of a robust BI/DW solution that will engage stakeholders across PWD. Several types of data will need to be integrated into the solution, including (but not limited to): Program level data: Aggregated project metrics compared to program level targets Project level data: Project location, cost, size, status, and program type Individual and system-based stormwater management practice data: characteristics, sizes, status, and types Geospatial data: Seamless connectivity to PWD s existing ESRI geospatial data platform The multiple levels and formats of data will allow users to easily carry out compliance reporting tasks for the Green City, Clean Waters program while also giving them the ability to drill down to specific projects and metrics. Data Warehouse A data warehouse integrating several systems used across PWD will be necessary for successful RAMsys implementation. The project team has identified the following databases and spreadsheets for initial integration. The data sources are subject to change based on planned upgrades to existing data sources and future additions. Additional systems of record that may be included in future phases are listed in Appendix A- Detailed Project Requirements. Note: Within this document, most of these databases are applications, where users can update and edit information with a front end user interface to be store in its own database. The only database that is not an application and does not have a front end user interface is the Master Access Database. Databases CAPIT - CAPIT supports PWD s capital planning, design, construction, and cost management processes. It receives and tracks information from various applications. The custom application was developed more than a decade ago. A brand new CAPIT replacement system is scheduled to be implemented by Spring 2016 GIS PWD has a very mature GIS system built upon an ESRI platform to manage assets, update network information, integrate work orders, find customer information and prepare reports. (At this time, only PWD s GIS system will be used). Page 2

7 GreenIT - GreenIT is a software application that supports PWD s efforts to manage the volume and quality of storm water that enters the city s waterways. It provides a management tool to analyze the impact of green infrastructure investment by tracking all green projects that PWD builds and/or funds and houses green metrics from concept design estimates through final design dimensions and as-built construction. Master Access Database (MAD) - The Master Access Database (MAD) pulls data from PWD s GreenIT and CAPIT databases, synthesizing data that is otherwise not available together through the respective interfaces. MAD also contains several additional tables not found in other databases in order to support various Green Storm Water Infrastructure Implementation Program (GSIIP) group activities. MAD was built to serve the interim needs of the GSIIP group and is expected to be retired once the RAMsys solution and CAPIT upgrade are completed. PlanIT - PlanIT is an application designed to allow PWD to compile and track information about potential green projects in one centralized master registry. Potential projects are entered into PlanIT, where they undergo initial evaluation and vetting before being moved into GreenIT for implementation tracking. The data collected in PlanIT is used to prioritize projects and develop a framework for queuing projects. PlanIT has a simplified interface comprised of two main components: Data Entry Forms and a Map Viewer. Stormwater Plan Review Database - The Stormwater Plan Review Database assists PWD in tracking review workflows of storm water plan review and project information including contacts, locations, and detailed storm water management practice (SMP) data. The data included in the system are from land development projects occurring in the city which trigger PWD s Stormwater Regulations as well as voluntary stormwater retrofit projects. The database also provides direct connectivity to project folders containing project plan sheets, notes, documentations, inspection reports and photographs, and other supplemental project information. Spreadsheets The spreadsheets identified for integration into the BI/DW solution have been created as interim data sources that will be phased out once changes have been made to the associated databases. The associated database is identified in the descriptions below. Private GA Calculation Spreadsheet - Although the Stormwater Plan Review Database contains storm water management practice (SMP) information, it does not have fields that calculate the greened acres associated with each SMP. This spreadsheet is used for data analytics and reporting. Currently, stakeholders for the Stormwater Plan Review Database have identified the fields necessary for the calculations and plan to store this information in the Stormwater Plan Review Database in the near future. Relining Project Summary - The WQBEL table includes 5-year targets for interceptor relining, achieved through the design and construction of sewer relining projects by Page 3

8 PWD s Water/Sewer Design Unit. Since CAPIT is unable to group projects by program, this spreadsheet is an interim measure to track and report progress on the individual sewer relining projects being implemented by PWD. Stormwater Management Incentive Program (SMIP) and Greened Acre Retrofit Program (GARP) Summary PWD offers incentives to private property owners to implement stormwater management best practices on existing properties through grant programs administered by the Philadelphia Industrial Development Corporation. The SMIP and GARP program projects and grant activities are tracked in an Excel spreadsheet. The tracking spreadsheet contains information related to the status, estimated size, and cost of SMIP/GARP projects. Each SMIP/GARP project receives a tracking number and the design review and approval process is tracked in the Stormwater Plan Review Database, however this database does not store cost information, necessitating this spreadsheet. Grant amounts awarded for each project are listed along with the tracking numbers, which enables the program manager to track the budget of this ~$10 million dollar grant program. A technical overview of the data sources is listed below in Table 1 Technical Overview of the Systems of Record: Table 1: Technical Overview of the Systems of Record Software Type Version(s) Used For System Microsoft SQL Server Microsoft Access Microsoft Excel ArcGIS for Server ArcGIS for Desktop Database - Server Database - Personal Spreadsheet Geographic Information Systems (GIS) Geographic Information Systems (GIS) 2008 R2 2010, , Page 4 Storage of relational data in department-wide systems Ad-hoc user interface into database servers Storage of data not contained in departmentwide systems Capture, store, manipulate, analyze, manage, and present all types of spatial or geographical data. Capture, store, manipulate, analyze, manage, and present all types of spatial or geographical data. Stormwater Plan Review Database, CAPIT, GreenIT, MAD, PlanIT MAD N/A CAPIT, GreenIT, PlanIT, Cityworks Used independently of the systems to create and modify the GIS layer files. Business Intelligence Upon completion of the data warehouse component of the project, the integrated data will be used to create custom charts, graphs, dashboards and reports that allow end users to interpret data

9 in visually-appealing formats. In addition to preset business intelligence objects, certain super users will have the ability, through the use of ad hoc querying, to create and display additional data insights. For more information on the business intelligence requirements of RAMsys, see Section 3.0 of Appendix A- Detailed Project Requirements Request for Proposals PWD is seeking proposals for the implementation of a commercial, off-the-shelf (COTS) BI/DW solution to meet RAMsys business requirements and regulatory compliance needs. PWD has a strong preference for a COTS solution that can be easily configured to meet all business requirements, yet be easy to maintain and inexpensive to upgrade and/or expand to satisfy future needs. Based on the System s core functionality and customized enhancements, the COTS tool proposed and implemented by the successful Applicant must allow the users to: Develop required reports and analytic dashboards. Perform ad-hoc queries. Perform complex calculations. Track and analyze data for both trending and performance. Extract, transform, and load (ETL) data from the existing feeder data systems and integrate it into a shared data repository. Archive historical views of data Integrate with PWD s existing ESRI software to allow for mapping visualizations Publish/embed interactive data visualizations on external websites Set security parameters for different user groups The City requests that Applicants offer their best solutions that will satisfy the requirements set forth in this RFP. While the City has a strong preference for a COTS solution, the City will consider all solutions of all types, including solutions that use off-the-shelf software packages, custom software solutions systems, or a combination of off the shelf and custom software. The initial user base will be between users. Applicants are expected to be experienced technology solutions providers that meet the following minimum qualifications, though the City reserves the right to waive any one or more specific criteria in its sole discretion: Software Successfully installed BI/DW solutions in public sector organizations in the United States comparable to the in size and complexity in the past five years. Implementation Firm Certified Partner of any proposed software Experience implementing proposed software in the public sector in the United States Key Personnel Page 5

10 The person identified as the implementation Project Manager should have successfully managed at least three projects of a similar nature and scope to the one described in this RFP. 1.2 General Statement of Proposal Requirements Project Details PWD s objectives for this project include the following: Integrate data across disparate information sources to provide a unified perspective of program-wide data. Use automated processes to calculate metrics and key performance indicators (KPIs) and display these in visually appealing dashboards and reports. Provide self-service capabilities for users to retrieve relevant information independently, allowing users to explore data outside the predefined dashboards/reports. Provide both data transparency and security. Establish data governance and management protocols to institutionalize procedures for issue and decision management. Create automated timing rules, control checks, error handling, and exception reporting for the extract, transform, and load (ETL) processes from data inputs and outputs. Develop and enhance staff skills with comprehensive formal training and knowledge transfer programs and materials. Ensure longevity of system through post-production maintenance and support agreements. The Applicant s proposed scope of work should address each objective specifically and describe in detail how the Applicant will achieve the objective, or how the Applicant will enable the PWD to achieve the objective. This section states requirements for the project, including the services and the tangible work products to be delivered, and the tasks the PWD has identified as necessary to meet those requirements. The PWD reserves the right, however, to modify specific requirements, based on changed circumstances (such as a change in business or technical environments), the proposal selection process, and contract negotiations with the Applicant(s) selected for negotiations, and to do so with or without issuing a revised RFP. The Applicant must provide in its proposal a detailed proposed scope of work showing how it will meet the project requirements stated in this section Services and Tangible Work Products Services PWD requires at least the services listed below, including the specific tasks and work activities described. Applicant s proposed scope of work should state in detail how it will carry out each task, including the personnel/job titles responsible for completing the task. For each service specified, the Applicant should propose criteria to determine when the tasks comprising the service are satisfactorily completed. Applicants may propose additional or revised tasks and activities, but should explain why each is necessary to achieve the project objectives. Page 6

11 Data Model Development The successful applicant will create a data model for Phase 1 implementation of RAMsys that combines multiple data sources and data sources identified in Appendix A- Detailed Project Requirements. The data model must have the flexibility to incorporate temporary data sources, like spreadsheets, and be able to adapt to changes in the data structures of evolving data sources. A data governance structure should be developed to enforce change control within the data model. Software Installation and Implementation The successful applicant will suggest a COTS BI/DW software that meets the requirements and provide PWD with an implementation plan that outlines the strategy for system installation and implementation. Details of the implementation plan are listed in Section 3.3 of this RFP. ESRI Integration The proposed BI/DW solution must have the ability to interface with PWD s ESRI ArcGIS server through map & feature services or through direct connections with PWD's ESRI ArcSDE (SDE- spatial database engine) enterprise geodatabases. Depending on the chosen software, this may only be possible through the creation of a custom extension object, API, or coding. The successful applicant will be expected to incorporate identified and required GIS data for the chosen BI/DW solution. Training and Knowledge Transfer The successful Applicant shall provide customized training services and relevant training materials to 1) prepare internal PWD staff to configure the system so they can maintain its initial features and implement future adjustments that frequently arise from evolving program needs and 2) prepare end users to perform their job duties using the new system according to their user role. Details of the training and support requirements are documented in Appendix E- Training Requirements of this RFP. Post-Production Maintenance and Support The successful Applicant shall provide both regular and on-demand post-production maintenance and support services to ensure system reliability and function. The successful applicant should follow ITIL s (Information Technology Infrastructure Library) standards. Details of the postproduction maintenance and support requirements are documented in Section of this RFP. Although not required for preparation of the cost proposal, PWD may require the successful Applicant to provide additional work items related to the BI/DW that are not anticipated at this time. An example would be services evaluating or implementing the incorporation of additional data sources into the data model. Where an additional work item is identified, Applicant will submit a fixed cost proposal based upon an agreed upon scope of work. Page 7

12 Tangible Work Products PWD requires completion and delivery of at least the tangible work products listed below. The proposed scope of work should state in detail how the Applicant will produce each work product, including the personnel/job titles that will be responsible for delivering the work product. For each work product, the Applicant should propose criteria for satisfactory completion and delivery. Applicants may propose additional or revised tangible work products, but should explain why each is necessary to achieve the project objectives. Pilot (Proof of Concept) The successful Applicant will be required to conduct a limited pilot or proof of concept implementation of its proposed solution in order to demonstrate the viability of the solution and its compliance with RFP requirements. The pilot will be required early in the project, and successful completion of the pilot, or adjustment of the proposed solution and/or implementation plan to address, to the City s satisfaction, any deficiencies revealed by the pilot, will be a condition of the project proceeding beyond the pilot. The scope of the pilot will include the following: connectivity to a phase one SQL data source, sample data visualizations, and successful performance of additional System functions in accordance with RFP requirements, for all data generated in a designated period. The Applicant will choose from one of the following options for the data visualization portion of the pilot: 1. A visualization of greened acres by overall status for public projects with the ability to display the information by year. 2. A map of all private projects within a one mile radius of a Philadelphia landmark (e.g.: 30 th Street Station or City Hall) color-coded by project status. 3. A visual breakdown of greened acres and number of projects by program for either public or private projects with the ability to toggle between the two metrics (greened acres, number of projects). All field and metrics definitions will be made available to the Applicant in order to successfully implement this part of the pilot. It is expected that successful completion of the pilot will lay the groundwork for continued development of Phase 1 of RAMsys, however the City reserves the right to pursue additional options for future system development if necessary. Proposals must describe in detail, as part of the implementation plan, a pilot implementation that meets these requirements and is in the judgment of the Applicant sufficient to demonstrate the functionality and viability of the recommended solution. The City reserves the right to forego the pilot implementation if, in the City s sole judgment, the solution contained in the successful Proposal and final scope of work does not require a pilot or proof of concept. Data Warehouse The successful Applicant will construct a data warehouse for the data sources identified in Appendix A- Detailed Project Requirements. To do so, the successful Applicant is expected to create a data model that maximizes system performance and aligns disparate data sources in conjunction with PWD stakeholders and subject matter experts. PWD prefers the data warehouse Page 8

13 be contained within the COTS, but this is not required. Data archiving schedules will be expected to store historical views of the data. Dashboards and Reports The RAMsys project team has identified roughly 50 existing reports, charts, graphs, and maps to be replicated or replaced by the data visualization and reporting capabilities of the BI/DW solution. The successful Applicant will work with PWD stakeholders to ensure that all identified reports and data visualizations for Phase 1 are accessible in the BI/DW solution. Mock-ups have been created, however, the final products are dependent upon the data visualization, filtering, and reporting capabilities of the selected software. User Interface The successful Applicant will be expected to create a user interface for RAMsys that provides end users with a central entry point to the system s data visualizations and reports. The user interface must have the ability to be customized for specific user roles. Acceptable forms of entry include a self-contained application, landing page using existing PWD platforms, and custom web applications. Training Program A train-the-trainer approach shall be developed to support PWD s on-going training needs, along with the creation of User Manuals to support the various defined user roles. Additional information can be found in Appendix E Training Requirements. Communication Plan The successful Applicant shall provide PWD with a communication plan outlining communication between the vendor and PWD project team and subject matter experts. The communication plan should define project roles, meeting types, and frequencies. PWD will make the following information available to the successful applicant: A discovery document that describes the current state of the PWD s technical infrastructure and existing databases, along with current reporting and data analysis processes. A full requirements document for the BI/DW solution that includes details not featured in Appendix A- Detailed Project Requirements, like mock-ups of future dashboards and reports. These requirements are subject to change and the project team reserves the right to do so at any point in time during the development of the BI/DW solution. PWD subject matter experts for each data source incorporated into the BI/DW solution. PWD Information Services and Technology personnel to discuss the technical needs of the proposed BI/DW solution. PWD reserves the right to condition payments on the satisfactory completion of the specified milestones, tasks, services and/or work products listed above. In addition to describing how each proposed milestone will be accomplished, the scope of work proposed by Applicant should identify the milestones the Applicant proposes as payment milestones and the amount it proposes for each milestone payment. Applicants may propose alternative means of payment, but should explain their reasons for the alternative and how it will facilitate completion of the work. Page 9

14 Detailed requirements for the System and/or services sought by this RFP are provided in Appendix A- Detailed Project Requirements. 1.3 Proposal Submission Date; Anticipated Procurement Schedule The date for submitting Proposals pursuant to this RFP (the Submission Date ) is as provided below. Proposals must be submitted as provided in Section 3.1.5, Proposal Submission Requirements, by the time on the Submission Date indicated below. Date Thursday, September 3, 2015 Monday, September 21, :00 AM 11:00 AM (Local Philadelphia Time) Wednesday, September 30, :00 pm (Local Philadelphia Time) Friday, October 9, 2015 Friday, October 16, 2015 by 5:00 pm (Local Philadelphia Time) December 9, 2015 March 14, 2016 Activity Issue Request for Proposals Pre-Proposal Meeting (Mandatory) Location: 1234 Market - 18th Floor Philadelphia, PA Large Conference Room Submit questions, requests for clarification, information to Primary Contact, in writing Answers to Questions Posted Submit Proposals Notice of Intent to Contract Project start These dates are estimates only and the City reserves the right, in its sole discretion, to alter this schedule as it deems necessary or appropriate. Notice of changes in the Pre-Proposal Meeting date/time or location, the due date/time for submission of Applicant questions, and the date/time for Proposal Submission will be posted on the City s website at ( econtract Philly ). The other dates/times listed may be changed without notice to prospective Applicants. Applicants to this RFP (each an Applicant and collectively Applicants ) must submit their responses and applications electronically on econtract Philly and in accordance with Section 3.1.5, Proposal Submission Requirements. Submissions will not be considered unless the Applicant has proceeded through the econtract Philly system. For more information, please consult the reference materials found on the website, econtractphilly@phila.gov or call Applicants who have failed to file complete applications to the correct opportunity number through the econtract Philly online application process prior to the Page 10

15 closing date and time will not be considered for the contract. The City encourages Applicants to start and complete their online applications as early as possible. 1.4 City s Primary Contact The name, address, and contact information for the City s Primary Contact for this RFP are as follows: Joan Yiu, PMP Project Manager Office of Innovation & Technology/Philadelphia Water Department 1101 Market St. Philadelphia, PA Joan.Yiu@phila.gov All questions, requests for clarification, and requests for additional information regarding this RFP must be submitted in writing by the deadline set forth in Section 1.3. No oral response by any employee or agent of the City shall be binding on the City, or shall in any way constitute a commitment by the City. If an Applicant finds any inconsistency or ambiguity in the RFP, the Applicant is requested to notify the City by the questions due date set forth in Section Compliance with Chapter of The Philadelphia Code Under any contract resulting from this RFP, the successful Applicant shall be required to comply with the terms and conditions set forth in Appendix G- Provisions Required by Chapter of the Philadelphia Code, which shall be incorporated into the contract. Page 11

16 2 RFP Requirements and Conditions 2.1 Fixed Price Proposal Required Cost proposals for the RAMsys System must be fixed price proposals. The proposed price must include all costs that will be incurred for the purchase and implementation of the System, including, but not limited to, costs for the following: integration and project management; software development; software testing; installation and implementation of software; maintenance for software (including middleware, database, communication, operating system, and other software); maintenance for hardware if required under the RFP; software; training services if required under the RFP; and all other work proposed. If an Applicant offers options and/or alternates that are not included in the fixed price for the proposed System, the Applicant must provide for each such option/alternate the following information: A detailed description of the option/alternate (including, but not limited to, all features and functionality that will be unavailable in the base System if the option/alternate is not purchased); A full explanation of the rationale for not incorporating such functionality in the base System; Detailed cost information for each option/alternate, in accordance with the cost proposal requirements of the RFP. The cost proposal must identify, by separate line item, the cost of each item of software, services, and other work to be furnished as part of the System. The template required for the cost proposal is included in Appendix C- Cost Proposal Requirements. The City reserves the right, in its sole discretion, to reject without evaluation any Proposal that does not identify each item of the work by line item, and any Proposal that does not provide a fixed price to perform the proposed work (including, but not limited to, proposals to perform the work on a time and materials or costplus basis). 2.2 Type of Solution Sought The City seeks to implement a state of the art BI/DW System, which will satisfy all of the City s current requirements, as specified in this RFP, yet be easy to maintain and easy and inexpensive upgrade and expand to satisfy future needs for additional functionality and/or processing capacity. The City requests that Applicants offer their best solutions that will satisfy the requirements set forth in this RFP. The City will consider all solutions of all types, including solutions that use off-the-shelf software packages, custom software solutions systems, or a combination of off the shelf and custom software. Page 12

17 2.3 Pilot (Proof of Concept) Please refer to Section for details on the pilot required for the proposed BI/DW solution. 2.4 Maintenance and Support; Warranty; Training; Source Code Maintenance and Support Services The Proposal must include a section describing the maintenance and support services to be provided under the contract resulting from the RFP. A minimum of one (1) year of maintenance/support services, commencing on final acceptance of the System and project by the City, must be included in the fixed price cost proposal, with the price identified in a separate line item. The City expects that maintenance and support will be furnished on a turnkey basis i.e. the successful Applicant will itself be contractually responsible for all maintenance and support services for all elements of the System, including but not limited to all software and any data transport services that are required under the contract, and will be the single point of contact for service and support. Applicants are requested to price four (4) additional years of maintenance and support, with the price for each of years two (2) through five (5) identified in a separate line item. The City expects that the successful Applicant will guarantee the availability of maintenance and support services for application software, on the foregoing turnkey basis, for a minimum of five (5) years from final acceptance of the System. Proposals must include a description of the proposed services, stating whether the Applicant will comply with the foregoing terms, and describing the Applicants problem resolution procedures including problem severity classifications, response times and fix times for each level of severity, and the escalation procedures (including on-site service) that will apply where resolution is not immediately achieved Warranty The City requires a warranty from the successful Applicant that covers the entire System, including all software, other deliverables, design, implementation/integration and other services required under the contract resulting from the RFP and ensures compliance with all specifications, including performance standards, in the contract. The warranty must be on a turnkey basis i.e. the successful Applicant must itself be contractually responsible for all warranty obligations and must be the single point of contact for service under the warranty. The warranty period must be a minimum of one (1) year, commencing on final acceptance of the System and project by the City. The price of such a one year warranty must be included in the fixed price cost proposal, with the price identified in a separate line item. The City strongly prefers a two year or greater warranty period and requests that Applicants price two additional warranty years, with the price for each additional warranty year identified in a separate line item of the cost proposal. Any premium charged for a warranty year i.e. any charge in addition to the price for a concurrent year s maintenance and support services should be identified in the cost proposal. Page 13

18 2.4.3 Training The City requires the user training and other training services described in Appendix E Training Requirements in accordance with the conditions there provided. Proposals should describe, and in the Cost Proposal provide line item costs for, the training that the Applicant is capable of providing, the training methodologies and materials to be used, and the Applicant s experience in furnishing the kinds of training requested. Proposals should state clearly, in the Requirements Compliance Certification, whether each type of training requested will be offered in accordance with the requirements of this RFP Software Source Code The City expects delivery and ownership of the source code, including complete documentation and specifications, for custom software developed and furnished specifically for the System under any contract resulting from this RFP. For software that is proprietary to the successful Applicant or to third parties, the City expects that source code, including complete documentation and specifications, will be deposited in escrow, at no expense to the City and on terms satisfactory to the City, with regular updates of the deposited code and documentation to reflect enhancements, upgrades, updates, and corrections to the software. 2.5 Responsiveness Proposals must satisfy all requirements set forth in this RFP. Any Proposal that does not adhere strictly to RFP requirements may, in the sole discretion of the City, be rejected, as not responsive to the RFP, without further consideration. Proposals will be evaluated, in part, according to whether the Applicant meets the qualifications described in the RFP and submits a Proposal complying with all RFP requirements. The City reserves the right, in its sole discretion, to determine whether any deviation(s) from or exception(s) to RFP requirements make the Proposal non-responsive or otherwise unacceptable such that the Proposal will be rejected without further consideration. 2.6 Disclaimer This RFP and the process it describes are proprietary to the City and are for the sole and exclusive benefit of the City. This RFP is not binding on the City. No other party, including any Applicant to this RFP or future Applicant to any RFP that may be issued by the City, is intended to be granted any rights hereunder. Proposals and other materials submitted in response to this RFP by a proposer ( Proposer ), whether written or verbal and including, without limitation, ideas of Proposers elicited in response to the RFP, shall become the sole and absolute property of the City upon submission or communication, and the City shall have title thereto and unrestricted use thereof. The City shall have the right to disclose the Proposals, materials and any ideas to any person or entity including, employees of the City, its consultants and contractors, and authorized agents, as required to carry out this RFP procurement. Any such Proposal, materials, and ideas may be publicly disclosed by the City or any authorized agent of the City, for any reason the City, in its sole discretion, deems appropriate, or pursuant to the Pennsylvania Right To Know Act or other applicable law. The Proposer acknowledges and agrees that the City and its authorized agents shall have the foregoing right of public disclosure notwithstanding any notice or statement by the Proposer (whether made in the Proposal or otherwise) asserting the Page 14

19 confidential or proprietary nature of the Proposal or of any materials submitted or ideas elicited in response to the RFP. 2.7 Publicity All publicity (including, but not limited to, news releases, news conferences, and commercial advertising) relating to this RFP and/or the services or products sought by this RFP and/or any contract awarded pursuant to this RFP shall require the prior written approval of the Chief Innovation Officer, Adel Ebeid. 2.8 Applicants Restricted No Proposal shall be accepted from, or contract awarded to, any City employee or official, or any firm in which a City employee or official has a direct or indirect financial interest. No Applicant may be the prime contractor or prime Applicant for more than one Proposal submitted pursuant to this RFP. Entities that are legally related to each other or to a common entity may not submit separate Proposals as prime contractors or prime Applicants. Any Proposal may be rejected that, in the City's sole judgment, does not comply with these conditions. Nothing contained in this RFP is intended to preclude a Proposal by a system integrator that proposes to perform the substantive work proposed through subcontractors. 2.9 Participation of Disadvantaged Business Enterprises Each Applicant is subject to the provisions of Mayoral Executive Order 03-12, the City s Antidiscrimination Policy for participation by Minority Business Enterprises ("MBE"), Woman Business Enterprises ("WBE") and Disabled Business Enterprises ( DSBE ) (collectively, M/W/DSBE ) as those terms are defined in Executive Order While there are no specific participation ranges established for this RFP, Applicants are required to exercise their Best and Good Faith Efforts to provide meaningful opportunities for the participation of M/W/DSBEs in their proposals. Forms, instructions and special contract provisions which explain the requirements of the Antidiscrimination Policy for City contracts in more detail are included in Appendix F to this RFP, including the Solicitation for Participation and Commitment Form. If Applicant is a nonprofit organization, Mayoral Executive Order requires nonprofit Applicants to document their diversity policies. Applicants that are nonprofit organizations should refer to the special contract provisions and instructions attached to this RFP as Appendix F-2. Included in Appendix F-2 is the form, Diversity Report of Nonprofit Organizations, which should be completed and returned with proposals submitted by nonprofit Applicants even if a nonprofit Applicant is also submitting a Solicitation for Participation and Commitment form. Page 15

20 2.10 Acceptance of the Terms and Conditions of This RFP All Proposals submitted are subject to the terms and conditions set forth in this RFP. The Applicant, by submitting its Proposal, expressly acknowledges and agrees to all terms, conditions and requirements contained in this RFP Proposal Submission, Evaluation and Selection General The City reserves the right, in its sole discretion, to reject all Proposals and reissue this RFP at any time prior to execution of a final contract; to require, in any RFP for similar products and/or services that may be issued subsequent to this RFP, terms and conditions that are substantially different from the terms and conditions set forth in this RFP; and/or to cancel this RFP with or without issuing another RFP Rights and Options Reserved The City reserves and in its sole discretion may, but shall not be required to, exercise the following rights and options with respect to the Proposal submission, evaluation and selection process under this RFP: (a) To reject any Proposals if, in the City s sole discretion, the Proposal is incomplete, the Proposal is not responsive to the requirements of this RFP (see Detailed Project Requirements in the RFP appendices), the Applicant does not meet the Qualifications set forth in the RFP, or it is otherwise in the City s best interest to do so; (b) To supplement, amend, substitute or otherwise modify this RFP at any time prior to selection of one or more Applicants for negotiation and to cancel this RFP with or without issuing another RFP; (c) To accept or reject any or all of the items in any Proposal and award the contract(s) in whole or in part if it is deemed in the City s best interest to do so; (d) To reject the Proposal of any Applicant that, in the City s sole judgment, has been delinquent or unfaithful in the performance of any contract with the City or with others, is financially or technically incapable or is otherwise not a responsible Applicant; (e) To reject as informal, non-responsive, or otherwise non-compliant with the requirements of this RFP any Proposal which, in the City s sole judgment, is incomplete, is not in conformity with applicable law, is conditioned in any way that is unacceptable to the City, deviates from this RFP and its requirements, contains erasures, ambiguities, or alterations, or proposes or requires items of work not called for by this RFP; (f) To waive any informality, defect, non-responsiveness and/or deviation from this RFP and its requirements that is not, in the City s sole judgment, material to the Proposal; (g) To permit or reject at the City s sole discretion, amendments (including information inadvertently omitted), modifications, alterations and/or corrections of Proposals by some or all of the Applicants following Proposal submission; (h) To request that some or all of the Applicants modify Proposals based upon the City s review and evaluation; Page 16

21 (i) To request additional or clarifying information or more detailed information from any Applicant at any time, before or after Proposal submission, including information inadvertently omitted by the Applicant; (j) To inspect and otherwise investigate projects performed by the Applicant, whether or not referenced in the Proposal, with or without the consent of or notice to the Applicant; (k) To conduct such investigations with respect to the financial, technical, and other qualifications of each Applicant as the City, in its sole discretion, deems necessary or appropriate; and (l) To waive and/or amend any of the factors identified in the RFP as pertaining to the Applicant s qualifications Contract Negotiation and Award The City reserves and in its sole discretion may, but shall not be required to, exercise the following rights and options with respect to the contract negotiation and award process resulting from this RFP: The City reserves the right to enter into post-submission negotiations and discussions with any one or more Applicants regarding price, scope of services, and/or any other term of their Proposals, and such other contractual terms as the City may require, at any time prior to execution of a final contract. The City may, at its sole election, enter into simultaneous, competitive negotiations with multiple Applicants or negotiate with individual Applicants seriatim. Negotiations with Applicants may result in the enlargement or reduction of the scope of services, or changes in other terms that are material to the RFP and the submitted Proposals. In such event, the City shall not be obligated to inform other Applicants of the changes, or to permit them to revise their Proposals in light thereof, unless the City, in its sole discretion, determines that doing so is in the City s best interest. In the event negotiations with any Applicant(s) are not satisfactory to the City, the City reserves the right to discontinue such negotiations at any time; to enter into or continue negotiations with other Applicants; to enter into negotiations with firms that did not respond to this RFP and/or to solicit new proposals from firms that did not respond to this RFP, including but not limited to negotiations or proposals for components of the System, if any, that are deleted by the City from the successful Proposal or the contract resulting from it. The City reserves the right not to enter into any contract with any Applicant, with or without re-issue of the RFP, if the City determines that such is in the City s best interest Proposal Evaluation Proposals the City determines, in its sole discretion, are responsive to the RFP will be reviewed by a selection committee designated by the City. The City, in its sole discretion, may require any Applicant to make one or more presentations of its Proposal to the selection committee, in City offices, at no cost to the City, addressing its ability to satisfy the requirements of this RFP. The City shall not be required, however, to permit any Applicant to make such a demonstration. Cost to the City is a material factor, but not the sole or necessarily the determining factor in Proposal evaluation. The City may, in its sole discretion, award a contract resulting from this RFP to a person or entity other than the responsible and qualified Applicant submitting the Page 17